Job Description
Job Description
Facilities / Operations Coordinator
Responsibilities:
- Works closely with the Associate Director of Operation on all operations of the office, including working closely with the facilities department.
- Maintains and updates building and vendor contact lists and distributes to team on a regular basis.
- Assists with updating Operations vacation and events calendar noting specific internal and external events that effect the department. Examples include fire drills,
- Schedules recurring department meetings and external vendor meetings, reserve conference rooms, send invites and order refreshments as needed.
- Process monthly invoices for external vendors, consultants and internal departments.
- Assists with communications between company and building management office.
- Uses SV3 system to submit and update COI’s; makes delivery and freight reservations for vendors.
- Communicates with vendors regarding COI requirements and submissions.
- Submits requests to building engineers when assistance is needed. (Yardi)
- Maintain familiarity with facilities management software to assist as needed in coordinating space planning, seat assignments and move scenarios
- Submits information to the building regarding electrical, plumbing and construction work. (Wrike system)
- Maintains familiarity with floor plan software to assist as needed with additions and changes to employees on plans, request CAD changes, generate space and occupancy reports.
- Assist in gathering and entering ESG data into our software system.
- Responds to a variety of inquiries from staff and contingent employees to provide information and direction and facilitate communication between internal departments and/or external groups.
- Assists with ordering of basic supply items, specialty items and work from home technology according to company policies and procedures. Orders and tracks WFH equipment, providing authorized equipment and direct shipping to recipients. Enters order details such as employee, vendor, dates, quantities into internal databases.
- Provide back up for business card ordering.
- Tracks and ensures timely delivery of orders; resolves shipping issues.
Qualifications:
- Bachelor’s degree is preferred.
- 2 years’ experience in a law firm with a background in customer service, facilities or general contracting
- Proficiency with Word, Outlook (Calendar Management) and Excel required. Knowledge of EMS, various facilities software packages and financial systems (Emburse Enterprise)